TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Gilbert Gamboa, Principal Civil Engineer
SUBJECT:Title
Consideration of a Resolution Awarding a Construction Agreement to Sprinturf, LLC for the Marine Avenue Park Synthetic Field Turf Replacement Project for $541,350 Including Contingency; and Determination Pursuant to the California Environmental Quality Act (CEQA) that this Activity is Categorically Exempt Pursuant to the State CEQA Guidelines (Public Works Director Lee).
ADOPT RESOLUTION NO. 23-0088
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Adopt Resolution No. 23-0088:
a. Awarding a construction contract to Sprinturf, LLC for the Marine Avenue Park Synthetic Field Turf Replacement Project for $491,350 and authorizing the City Manager to execute the agreement; and
b. Approve reallocation funding in the amount of $200,000 from the Deferred Park Maintenance Program in the CIP Fund to the Project.
c. Authorizing the City Manager and/or his or her designee to approve an extra work contingency up to $50,000; and
d. Approving the Final Plans and Specifications for the Project.
2. Determine that pursuant to CEQA, the activity is Categorically Exempt pursuant to State CEQA Guidelines.
FISCAL IMPLICATIONS:
The Marine Ave Park Synthetic Field Turf Replacement Project was approved as part of the Fiscal Year (FY) 2023-2024 Capital Improvement Plan with a budget of $400,000 along with matching revenues within the Capital Improvement Program (CIP) Fund. After the receipt of bids for construction, staff now estimates the total cost for the Marine Ave Park Synthetic Field Turf Replacement Project to be $600,000 as outlined in the attached Budget and Expenditure Summary. If approved, sufficient funds to cover the projected shortfall are available from a reallocation of $200,000 from the Deferred Park Maintenance Program in the CIP Fund.
Should City Council award construction to Sprinturf, LLC (Sprinturf) for the Project, the City Manager will be authorized execute the agreement with Sprinturf in amount of $491,350 along with a contingency of $50,000 for a total not to exceed amount of $541,350. City Council’s award of the agreement is required as the total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy.
BACKGROUND:
Marine Avenue Park is located at 1625 Marine Avenue. The park facilities consist of picnic and playground areas, restrooms, a community center, and a multi-purpose synthetic turf playing field. The playing field’s area is approximately 72,500 square feet.
The natural grass field was converted to synthetic turf in 2013 and had an estimated lifespan between eight to ten years per industry standards. Due to heavy use by American Youth Soccer Organization (AYSO), club soccer groups, and other community members, the field has deteriorated as expected and is now in need of replacement.
DISCUSSION:
Making improvements to Marine Avenue Park Field will include removing the synthetic turf surface down to the infill layer, making necessary repairs, and installing new synthetic turf with field markings. The professional engineering estimate for this project was $600,000.
Construction Bids
Base bids for the Marine Avenue Park Synthetic Field Turf Replacement Project (Bid No. E1277-23C) were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code in May 2023. The Project was advertised on the Public Works Department’s Bid Opportunities webpage and the City’s Bid Portal with PlanetBids (an online service that connects vendors, suppliers, and contractors to government procurement opportunities). Staff also notified several contractors who had completed comparable facility projects regarding this project. In addition, to allow for adequate examination of the project site prior to bidding, staff conducted a pre-bid meeting for contractors, material suppliers, and interested parties.
One bid was received on May 24, 2023. The low bid was $491,350 as follows:
|
Contractor |
Total Bid Amount |
|
Sprinturf, LLC (Sprinturf) |
$ 491,350 |
The bid packet was analyzed for arithmetical errors, completeness, accuracy, etc. Sprinturf’s bid was reviewed by staff and found to be responsive. Representatives of agencies where work has been performed by Sprinturf have indicated that the work performed was comparable to the Project scope of work and to their satisfaction. The current project was discussed with representatives of the firm and they expressed confidence in their bid and a desire to perform the work in a timely and acceptable manner.
The total Project scope included the following general improvements:
• Mobilization
• Removal and disposal of existing synthetic turf
• Inspection and repair of existing shock pad and edge anchors, as required
• Furnishing and installing new synthetic turf
• Installation of the City’s custom logo, field linework and markings
• Installation of standard infill
Therefore, staff recommends that the City Council award a construction agreement to Sprinturf for $491,350 and that the City Manager and/or his or her designee be authorized to approve change orders up to $50,000 for additional work.
The Notice to Proceed to fulfill preconstruction requirements and order materials will be issued as soon as the Council-approved award package is finalized. Construction installation is anticipated to start in August 2023. Allowable construction hours will be from 7:30 AM to 4:30 PM, Monday through Friday.
PUBLIC OUTREACH:
Authorization to solicit bids for the Marine Field Turf Replacement Project was approved at the City Council meeting on April 18, 2023 and was previously discussed at the Parks and Recreation Commission Meeting on November 28, 2022. Staff has also had extensive discussion with user groups that regularly use this field.
Once the construction phase begins, public outreach will include an initial project construction notice mailed to nearby residents and periodic updates at construction milestones on the City website.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 23-0088
2. Agreement - Sprinturf, LLC.
3. Bid Proposal
4. Plans and Specifications
5. Budget and Expenditures Summary
6. Location Map